Chart Preparation Clerk

Company Overview

Cardiology and Vascular Associates (CAVA)—one of Michigan’s leading cardiology practices. Founded in 2000, CAVA proudly delivers top-tier cardiovascular care across 3 office locations and multiple area hospitals through a dedicated team of 10 board-certified cardiologists and a team of highly skilled mid-level providers

Position Summary

The Clinic Chart Preparation Coordinator is responsible for ensuring patient medical records are complete, accurate, and prepared prior to scheduled appointments. This position supports providers by reviewing charts, obtaining outside medical records, updating patient information, and identifying outstanding tests, imaging, referrals, and documentation needed before the patient visit. The coordinator works closely with physicians, advanced practice providers, clinical staff, and administrative personnel to promote efficient clinic operations and high-quality patient care.

Essential Duties and Responsibilities Chart Preparation

• Review provider schedules and prepare patient charts prior to clinic appointments.
• Verify patient demographics, insurance information, and primary care provider information.
• Ensure all required medical records, consultation notes, laboratory results, imaging reports, and diagnostic testing are available in the electronic medical record (EMR).
• Import and organize outside medical records into the patient's chart.
• Identify incomplete or missing documentation and obtain records from referring providers, hospitals, and diagnostic facilities.
• Flag urgent clinical findings or missing information for provider review.

Medical Record Management

• Maintain accurate and organized electronic medical records.
• Scan, index, and file patient documentation according to organizational standards.
• Ensure records comply with HIPAA regulations and organizational policies.
• Reconcile duplicate or incomplete patient records.

Care Coordination

• Coordinate with referral coordinators, medical assistants, nurses, and providers regarding outstanding patient information.
• Follow up with outside offices to obtain medical records before appointments.
• Verify completion of ordered laboratory tests, imaging studies, and specialty consultations.
• Communicate scheduling concerns that may impact patient care.

Administrative Support

• Assist with appointment preparation and workflow management.
• Monitor daily provider schedules to prioritize chart completion.
• Maintain tracking logs for outstanding records requests.
• Support quality improvement initiatives related to documentation and patient flow.
• Perform additional administrative duties as assigned.

Qualifications

• High school diploma or GED required.
• Associate degree in healthcare administration, medical assisting, health information management, or a related field preferred.
• Minimum of 1–2 years of experience in a medical office, hospital, or specialty clinic preferred.
• Experience with electronic medical records (EMR/EHR) systems.
• Knowledge of medical terminology and healthcare documentation.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.

Preferred Skills

• Proficiency with Microsoft Office Suite.
• Experience requesting and managing outside medical records.
• Knowledge of referral processes and insurance verification.
• Ability to prioritize work in a fast-paced clinical environment.
• Strong attention to detail and commitment to accuracy.

Reports To: Clinical Manager, Practice Administrator, or Office Manager

Supervisory Responsibilities: None

Physical Requirements

• Ability to stand, walk, bend, and lift up to 25 pounds.
• Manual dexterity to perform clinical procedures.
• Ability to work in a fast-paced healthcare environment.

Pay: $16.00 - $17.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Application Question(s):

• Are you agreeable to pre-hire screenings as required?
• How many years of medical chart preparation experience do you have?
• Do you have intermediate to expert Microsoft Suite experience?
• What EHR applications do you have experience with?

Work Location: In person

Salary : $16 - $18